Policy Number: POL-REC-01-2025
Version Number: V1
Policy Title: Ice, Fields, Walking Track, and Bowling Allocation & Rental Policy
Effective Date: January 28, 2025
Approval Authority: Recreation Department
Scheduled Review Date: January 2026
Policy Contact: Justin Lafrance, Acting Recreation Director
Initiating Department: Recreation Department
Abstract: This policy establishes comprehensive guidelines for allocating and managing the use of ice, fields, walking tracks, and bowling facilities at The Nation Sports Complex and the St-Isidore Recreation Centre. It ensures safety, fair access, and compliance with municipal regulations while promoting effective facility management. This policy applies to all renters, users, and stakeholders engaging with these facilities.
1. Policy Statement
The Nation Municipality's Ice, Fields, Walking Track, and Bowling Allocation & Rental Policy provides clear and consistent rules for the use of recreational facilities, ensuring safety, fair access, and compliance with regulations.
2. Purpose
To outline procedures for renting and using municipal facilities, ensuring equitable access for all users while maintaining safety and operational efficiency.
3. Scope
This policy applies to all users, renters, and stakeholders of The Nation Sports Complex and the St-Isidore Recreation Centre.
4. Legislative Authority
This policy is guided by the Recreation User Fees Policy and any applicable municipal and provincial regulations.
5. Definitions
Allocation: The process of distributing available facility time based on established priorities and booking requests.
Booking Confirmation: A signed agreement by the renter to adhere to all facility rules and finalize their reservation.
Damage Deposit: A refundable fee required from renters to cover potential damages during facility use.
Holiday Surcharge: Additional charges applied for rentals occurring on statutory holidays.
Liability Insurance: A mandatory insurance policy held by renters to cover risks and damages during facility use, with a minimum required coverage of $2 million.
Long-Term Contract: A rental agreement spanning multiple months or seasons, often requiring postdated cheques or scheduled payments.
Minor Sports Association: A non-for-profit organization for youth-focused sports activities, given priority for facility rentals.
Postdated Cheque: A cheque dated for a future date, used for scheduled payments in long-term rental agreements.
Proof of Residence: Documentation required to qualify for resident-specific rental rates (such as a government issued ID or a utility bill).
Recreation User Fees Policy: A related policy document outlining facility rental rates, including distinctions between resident and non-resident pricing.
Transition Time: A short, designated period between rentals for users to vacate and prepare the facility for the next group.
6. Policy
6.1. Holiday Closures:
Standard Closure: Both facilities will be closed on December 24th, 25th, 26th and January 1st.
Statutory Holidays: For all other statutory holidays, facilities will remain closed unless a minimum of 3 consecutive hours are rented.
Holiday Surcharges: Additional fees for holiday rentals are outlined in the Recreation User Fees document.
6.2. Booking Confirmation:
Renters must sign the invoice to confirm their booking and agree to adhere to all facility rules and regulations.
6.3. Liability and Insurance:
The Nation Municipality is not responsible for loss, theft, or damage to personal property or equipment.
The Nation Municipality requires all Clients (business owners, leagues, associations, clubs, individuals) to carry appropriate liability insurance. The Nation offers user insurance to the Lessee and the cost of insurance will be added onto the rental fee at the time of reservation. If the client has their own insurance and do not wish to use the insurance provided by The Nation, the Lessee must provide proof of insurance with a minimum of 2 million dollars of liability coverage to The Nation no later than seven (7) days after the invoice has been submitted to the Client.
For rentals within 7 days, the insurance must be provided, no later than 24 hours before the rental. Renters are fully responsible for any damages to the facility caused during their rental period and will be liable for associated costs.
6.4. Cancellation:
For contracts exceeding 30 hours, renters are permitted up to 4 hours of no-charge cancellations. Beyond this allowance, full payment will be required unless the time slot is successfully rebooked. Last-minute cancellations must be communicated to the Recreation staff at least 4 hours before the rental.
Renters are encouraged to assist in identifying replacement bookings for their canceled time slots. However, all replacement arrangements must be reviewed and approved by the Recreation Department to ensure compliance with facility policies and availability.
6.5. Deposits and Payments:
A $500 damage deposit may be required for rentals to cover potential damages.
Full payment is due 30 days after the invoice is issued, or for rentals issued with in the 30 days prior the event, payment is due prior to the start of the rental.
Long-term contracts require postdated cheques.
6.5.1. Minor Hockey Association: Seasonal rental contracts for minor associations require postdated monthly cheques, which must be submitted before the first rental of the season.
6.5.2. Adult Leagues: Adult leagues with seasonal rental contracts must submit payment as follows:
- September to December: Payment must be received by October 31st.
- January to March: Payment must be received by December 31st.
6.6. Rental Rates:
Rental rates are reviewed and updated annually by the municipal council and published in the Recreation User Fees Policy. Different pricing may apply for residents and non-residents of The Nation Municipality. Proof of residence is required to qualify for resident pricing.
6.7. Rental Priority:
6.7.1. Priority Order:
- Local minor sports associations
- Local adult leagues
- Exterior minor sports associations
- Exterior adult leagues
- All other requests
6.7.2. Special Considerations:
- Long-term contracts take precedence over short-term bookings.
- Adult leagues may receive priority after 8 PM.
- Internal programming has reserved blocks during weekdays and weekends but may be canceled with 24 hours' notice.
- All and any conflicts that may arise relating to the attribution of the recreation facilities will be resolved by the Recreation Director.
6.7.3. Storage:
Equipment storage may be provided to select organizations based on an agreement with the Recreation Department. The Recreation Department reserves the right to revoke storage privileges at any time.
6.8. Rules for Facility Use:
6.8.1. General Rules:
- No lotteries (e.g., 50/50 draws) are allowed without prior approval from The Nation Municipality.
- Renters and participants must vacate the facility promptly at the end of their reserved time. Additional charges will apply for any extra time used.
- All users are required to follow staff instructions. Failure to comply may result in immediate booking cancellations or restrictions on future bookings.
- Minors must be always supervised by a responsible adult.
- The possession or consumption of alcohol and illegal substances is strictly prohibited.
6.8.2. The Nation Sport Complex Field-Specific Rules:
- Spectators must remain in the designated viewing areas located at the North and South ends of the walking track.
- Renters are responsible for maintaining cleanliness in the facility to avoid additional cleaning fees.
- Only clean, indoor footwear is permitted on the fields. Metal spikes and outdoor footwear are strictly prohibited.
- Only water is allowed on the fields and walking track. Food and other beverages are not permitted.
- The final 5 minutes of each rental period is reserved for transitioning between renters.
6.8.3. St. Isidore Recreation Center Ice-Specific Rules:
- Helmets are mandatory for participants under the age of 12 and for all hockey players. Regardless of age, helmets are strongly recommended.
- Renters are allowed access to the locker room 30 minutes before and 20 minutes after their reserved time. Locker rooms must be left clean and tidy.
- The final 10 minutes of each ice rental is reserved for ice resurfacing. Additional ice resurfacing may be asked by the renter
6.8.4. Walking Track Specific Rules:
- Clean, indoor shoes are required on the walking track. Boots, outdoor footwear, and cleats are strictly prohibited.
- The following are not permitted on the track: sticks, balls, pucks or any other items that may affect the safety of walkers/runners.
- Children under the age of 12 must always be accompanied by an adult.
- Strollers are permitted on the walking track, but users must ensure they do not obstruct other walkers.
- Only water is permitted on the walking track. Food and other beverages are not permitted.
- Be courteous to other users. Avoid blocking lanes, and yield when necessary. Disruptive behavior will not be tolerated and may result in removal from the facility.
- Use track lanes as follows:
- Pass in the outside lane.
- Use the inside lane for slow and fast walking.
- Use the outside lane for running.
6.8.5. Bowling-Specific Rules:
- Outdoor shoes are prohibited in the bowling area. Bowling shoes can be rented.
- Renters are not permitted to bring food into the bowling area.
- A minimum of a group of 10 people is required to request a rental outside of regular operating hours.
6.9. Season Dates:
6.9.1. Field Season Dates
- Regular Season: September 15th - April 30th
- Summer Season: May 1st - September 14th
6.9.2. Ice Season Dates
- Regular Season: September 15th - April 30 th
- Summer Season: Opening Date- September 14th and May 1st - Closing Date
7. Responsibilities
Recreation Department: Ensure there are no reservation conflicts and that the policy is sent to the renter.
Recreation Director: Resolves conflicts and oversees facility management.
Renters: Ensure compliance with all policies, including providing proof of insurance and maintaining cleanliness.
8. Administration
The Recreation Department is responsible for enforcing this policy and addressing any violations.
9. Exemptions (if applicable)
N/A
10. Housekeeping Amendments
The Recreation Department reserves the right to make minor amendments or updates to policies and procedures as needed, without requiring council approval.
11. Errors or Omissions
Unintentional errors or omissions in the policy will be addressed by the Recreation Department.
12. Policy Review
This policy will be reviewed annually to ensure compliance and relevance.
13. Effective Date
January 28, 2025
14. References (if applicable)
Recreation User Fees Policy
15. Approval
Approved by: Municipal Council
Date: January 27, 2025